P.O. Box 1393, 100 Mile House, BC, V0K 2E0
office@100milesoccer.com
Photo Tender Notice
February 9, 2023
100 Mile Youth Soccer Association (OMHSA) invites photographers to submit a Tender Offer to the OMHSA Board for the 2023 Soccer Season.
Background
OMHSA is in search of a photographer to take photos of players and teams and provide package options for purchasing the photos.
We are planning for nearly 300 youth registered and approximately 25 teams. Additional photos will include a referee group photo and individual referee photos, which is approximately 15 people, and a OMHSA Board group photo.
Expectations of Services and Deliverables
Photo week will be May 13- 19, 2023. Photo week will include 3 days of photos. This will include approximately 5 hours on the Saturday morning to capture the age groups of U4/5- U12; and approximately 2 hours on 2 weekday evenings to capture U14 and U16/18. Time estimates do not include photographer set-up and take-down.
Photos will be at the 100 Mile House Soccer Fields, located at 600 N Birch Avenue.
The photographer is expected to provide their own labour and supplies to facilitate the Services and Deliverables in the specified timelines.
The photographer will provide proof of current business license issued from District of 100 Mile House.
Retakes will be at the discretion of the photographer to provide and are not required as part of the Services to OMHSA.
The photographer must provide an online ordering platform to families. Online ordering must be available by May 27th, 2023.
Photo options must include package options, including a digital download option.
Photo orders must be available by the end of the Spring session, on June 24, 2023. The photographer will be expected to facilitate the distribution of orders to families, whether by mail-out, designated pick-up location, or digital download link. The OMHSA and volunteers are not responsible for the distribution of orders.
By June 24, 2023, the photographer will provide the OMHSA with:
- 1- 5”x7” team photo for each player on that team and
- 1- “5 x 7” individual photo for each player
- 1- 5” x7” referee group photo for each referee
- 1- 5”x7” print out of each team for sponsorship distribution
The above photos must be organized by team.
A signed contract between the OMHSA and successful photographer will be required.
An invoice to OMHSA will be submitted upon completion of Services and based on the actual quantities in the Tender Offer Form.
Services Provided by OMHSA
The OMHSA will provide the photographer with a player and team list, no later than May 6, 2023.
The OMHSA will provide a photo schedule to accommodate game/ practice times.
OMHSA representatives will usher teams to and from the photography area.
The OMHSA will provide designated field space at the soccer fields for photography sessions.
The OMHSA will provide indoor space at the Clubhouse in case of inclement weather conditions.
The OMHSA will pay a 50% deposit of estimated cost once photos are taken.
To Qualify
Photographers are asked to provide the OMHSA Board with a Tender (attached) based on the “Expectations of Services and Deliverables”. Tenders are to be emailed to Angela at office@100Milesoccer.com by March 1, 2023.
Submissions will be presented to OMHSA Board in the order of submission.
The Tenders will be opened in Private and not shared to all submitters. The lowest Tender may not necessarily be the successful applicant.
All submissions and questions should be emailed to Angela at office@100Milesoccer.com by February 23, 2023, to allow sufficient time for responses prior to Tender closing.
| TENDER OFFER FORM
Tender Price Schedule |
| Item No. |
Item or Description of Work |
Unit of
Measurement |
A
Estimated
Quantity |
B
Price Per Unit
|
C
Extended Amount
(Include cents to the two decimal place.)
(C = A x B) |
| 1 |
Individual player/ referee photos |
Person |
300 |
|
|
| 2 |
Team photos (including referee group photo and OMHSA Board photo) |
Team |
27 |
|
|
| 3 |
Printed 5” x7” team photo for each player |
Photo |
300 |
|
|
| 4 |
Printed 5” x7” individual player photo for each player |
Photo |
300 |
|
|
| 5 |
Printed 5” x7” group referee photo for each referee |
Photo |
15 |
|
|
| 5 |
Printed 5” x 7” team photo for sponsors |
Photo |
25 |
|
|
| Total Estimated Bid Price:
|
|
|
|
|
|
|
|
|